Division Coordinator-Ophthalmology and Dentistry

Nemours-Children; Wilmington (DE); On-site; USD 45,000 - 65,000; Full time

Job summary

Nemours-Children is seeking a Division Coordinator to provide administrative support for the Dentistry and Ophthalmology divisions in Delaware Valley. The role handles schedules, correspondence, travel planning, and database maintenance, acting as a central point of contact for division leaders and staff.

The position includes preparing budgets and coordinating onboarding, meetings, and special projects to support leaders and clinicians.

Qualifications

• High School diploma required.
• Minimum 3 years of job-related administrative experience.
• Strong scheduling and communication skills; able to handle multiple priorities.

Responsibilities

• Coordinate clinical and administrative schedules for providers in the divisions.
• Prepare correspondence, reports, and PowerPoint presentations as needed.
• Manage budget records and process travel arrangements and reimbursements.
• Onboard new providers and plan orientation sessions; track prerequisites.
• Maintain trainee databases and assist with special projects as assigned.

Skills

Administrative support

Calendar management

Travel coordination

Communication skills

Project coordination

Education

High School diploma

Tools

EPIC system

Outlook

New Innovations

SharePoint

Excel

PowerPoint

Job description

The Division Coordinator assists leaders by providing administrative support within the Divisions of Dentistry and Ophthalmology in Delaware Valley. Handles situations requiring knowledge of the overall function of responsibility, the overall organization’s mission, structure, and culture. Acts as central point of contract for other departmental associates on departmental activities. Responds to inquiries and represents the Divisions’ leaders in dealing with both internal customers as well as external contacts. Typical duties may include maintenance of budget records, setting up meetings with agendas, preparation of correspondence, etc. May be assigned special projects.

Essential Functions:

1. Guide and process all aspects of the clinical and administrative schedules of the providers within the assigned divisions. This includes but is not limited to:

• Building templates in the EPIC system and submitting to the enterprise templating team
• Completing and submitting call schedules for providers
• Submitting clinic cancellations, both planned and unplanned
• Coordinating surgical schedules with outlook schedules
• Supporting ROP program by tracking and scheduling patients
• Coordinating academic schedules for providers and trainees.
• Maintain all trainee record databases, including but not limited to, New Innovations, National Match Service, and SharePoint.

1. Manage administrative leader’s schedules with consideration to priorities and time efficiency.
2. Handle incoming calls with courtesy, provide assistance and information as needed, page physicians as appropriate for provider-to-provider line.
3. Coordinate business travel and process reimbursements including airline reservations, hotels, auto rentals and conference registrations for providers.
4. Assist with new provider onboarding, submitting tickets, planning orientation schedules, and ensuring all prerequisites are completed prior to start.
5. Prepare correspondence (Word), reports (Excel) and PowerPoint presentations along with occasional project work for Division Chiefs and administrative leaders of the assigned divisions.

Requirements:

High School diploma

Minimum 3 years of job-related experience required